Convert an accepted offer into an employee

What this achieves

An accepted offer does not create an employee on its own. Conversion is the step you run to turn the offer into an employee record, which is what starts onboarding and eventually payroll.

Required role: Administrator.

Before you start

Check the offer’s job title, department, grade, start date, and salary. They become the new person’s record, so a wrong figure here is a wrong figure on their employment rather than on a negotiation.

Steps

Go to Recruiting → Offers and open the accepted offer.
Select Convert to Employee.
Enter an Employee Number, or leave it blank to have one generated.
Set the Hire date, or leave it blank to use the offer’s start date.
Add the Date of birth, Gender, and Nationality if you have them.
Turn on Create user account if the new joiner needs to sign in, and choose their Role.
Turn on Send invite email to send them a link to set their password.
Select Create Employee.

Example: HC Corp converts an accepted engineering offer with the hire date left blank, so the employee starts on the offer’s start date of 1 October 2026 and the employee number is generated.

What each field decides

Option	Description
Employee Number	The reference on the employee record. Generated if you leave it blank; enter one to follow your own numbering.
Hire date	The date employment starts. Defaults to the offer’s start date.
Date of birth, Gender, Nationality	Personal details on the employee record. All optional here, and all can be completed later.
Create user account	Whether the new joiner can sign in to Humavera.
Role	What they can see and do once signed in. Required when you are creating an account.
Send invite email	Sends the new joiner a link to set their own password.

Not every employee needs an account. Somebody who is paid but never signs in — a warehouse operative at HC Corp, for example — is an employee record without a user account, and that is a legitimate setup rather than an omission.

Choose the role deliberately. It is the access the person starts with on their first day.

Conversion happens once

The conversion action is available on an accepted offer that has not already been converted. Once the employee record exists, the offer shows as converted and the action is done.

That means the offer is not a live link to the employee record. Later changes to the person’s pay or job are changes to the employee record, not edits to the offer they were hired on.

What the offer carries over

The employee record is created from the offer’s own details — the role, the department, the grade, the start date, and the compensation you agreed. This is why the offer’s accuracy matters beyond the negotiation, and why checking it before converting is faster than correcting an employee record afterwards.

What happens next

The new employee appears in the employee directory and onboarding begins. From there the record follows the normal employee lifecycle: an onboarding checklist, an assignment to a legal entity, a department and a position, and eventually inclusion in a pay group. The candidate’s record shows the conversion on their timeline.